Display Related Directives to this directive.

This directive was reviewed and certified as current and necessary by (Enter Name),
(Enter Title) Director, Office of Management, Budget and Evaluation/Chief Financial Officer, XX-XX-XXXX.

U. S. Department of Energy	ORDER
Washington, D.C.	DOE O 110.3

	Approved: 11-03-99
SUBJECT: CONFERENCE MANAGEMENT

1. OBJECTIVES. To establish requirements and responsibilities with respect to managing
conferences sponsored by the Department of Energy (DOE) or by DOE management and
operating contractors and other contractors who perform work at DOE-owned or -leased
facilities, including management and integration contractors and environmental restoration
management contractors (when using funds that will be reimbursed by DOE). To minimize
costs and attendance by DOE and DOE contractor employees at all conferences and clarify the
requirements for funding conferences in compliance with existing laws and regulations.

2. CANCELLATION. DOE N 110.3, CONFERENCE MANAGEMENT, dated 3-22-99.

3. APPLICABILITY.

a. DOE Elements. Except for the exclusions stated in paragraph 3c, this Order applies to
all DOE elements. For purposes of this Order, a conference is defined as a meeting,
seminar, retreat, symposium, or similar event that involves official travel. DOE
employees traveling to a site where work for DOE is being performed to discuss the
status of the work are not covered by the requirements of this Order.

b. Contractors. Except for the exclusions stated in paragraph 3c, the Contractor
Requirements Document (CRD), Attachment 1, sets forth requirements that apply to
management and operating contractors and other contractors who perform work at
DOE-owned or -leased facilities, including management and integration contractors and
environmental restoration management contractors. Compliance with the CRD will be
required to the extent set forth in the contract. DOE contractor employees traveling to
a site where work for DOE is being performed to discuss the status of the work are not
covered by the requirements of this Order.

c. Exclusions. This Order does not apply to the following situations:

(1) formal, structured training programs (including seminars specifically held for
training purposes) that have specific objectives identified to improve certain
knowledge, skills, and abilities;
(2) activities concerning work not funded by DOE that is conducted by DOE
contractors;

(3) meetings requiring only local travel;

(4) Federal Advisory Committee meetings;

(5) contract preproposal, bid opening, and negotiations;

(6) public hearings and associated briefings;

(7) audit, inspection, and investigation activities;

(8) DOE technical/business program, project, or peer reviews;

(9) activities funded through arrangements such as grants and cooperative
agreements; and

(10) employees traveling to a site where work for DOE is being performed to
discuss the status of the work.

4. REQUIREMENTS.

a. The head of a DOE Headquarters or field element (or Principal Deputy) must approve
DOE sponsorship, cosponsorship, or funding of a conference if 30 or more DOE and
DOE contractor employees are expected to attend the conference and will be on
official travel. If fewer than 30 employees will be on official travel, organizations may
establish any procedure to ensure the intent of this Order is met [e.g., delegate
conference approval to a lower level (a member of the Senior Executive Service or
equivalent) in the organization]. An employee, other than the Secretary of Energy,
cannot approve his or her own attendance or that of a superior. DOE field offices
should provide a copy of the conference approval to their Lead Program Secretarial
Officer. NOTE: Sponsorship (or cosponsorship) of a conference is defined as having
some control over the conduct of the conference and either having some financial
responsibility or providing in-kind services (nonmonetary) for the conference, including
control sufficient to influence costs, venue, or program content.

b. In managing DOE-sponsored conferences, including conferences that are cosponsored,
funded, or cofunded, DOE elements must do the following:

(1) Keep expenditures and attendance at conferences to the minimum necessary to
accomplish program objectives.

(2) Minimize the number and cost of DOE-sponsored exhibits/booths at all
conferences by using, where practical, DOE corporate-type exhibits/ booths
that can be shared by DOE and DOE contractor organizations. Exhibit/booth
fees may not be charged to DOE and DOE contractor employees at DOE and
DOE-contractor-sponsored conferences.

(3) Justify a recurring conference (i.e., Departmental elements should not assume
that an annual conference must be held merely because it has been held
previously).

(4) Select sites that minimize conference costs by, among other actions, minimizing
conference administrative costs and attendees' travel and per diem costs and
maximizing the use of Government-owned or -provided facilities.

(5) Select sites only after evaluating cost differences of at least three prospective
locations. The selection process should identify opportunities to save costs in
selecting a particular conference site or the timing of the conference (e.g., off-
season rates). Offices must maintain written documentation of the alternatives
considered and the selection rationale used. Avoid selecting resort or
recreational sites unless true cost savings will result.

(6) Make binding conference arrangements only after obtaining the approval
required by this Order. Employees are reminded that only designated
contracting officers have authority to make contractual commitments on behalf
of DOE.

(7) Comply with applicable statutes and regulations on conflict of interest.

(8) Avoid commercial conference facilities for DOE-sponsored conferences
involving classified or sensitive information.

(9) Use a format similar to that in Attachment 3, "Suggested Format for
Conference Approval Request," when requesting conference approval to
ensure necessary information is included. The information in Attachment 3 is
necessary when 30 or more DOE and DOE contractor employees are
expected to attend the conference and will be on official travel. If fewer than
30 employees will be on official travel, organizations may establish any
procedure to ensure the intent of this Order is met [e.g., delegate conference
approval to a lower level (member of the Senior Executive Service or
equivalent) in the office].

(10) Avoid holding conferences at non-DOE sites that do not meet the fire
protection requirements of the Hotel and Motel Fire Safety Act of 1990 (P.L.
101-391, as amended). This requirement may be waived by the Secretary of
Energy or the Executive Secretariat.

(11) Use Attachment 2, "Criteria for Conference Approval," as an aid in deciding
whether to hold a conference.

c. In determining whether employees should participate in a conference sponsored by a
private interest, DOE elements must

(1) Ensure that a senior official in the organization (a member of the Senior
Executive Service or equivalent) approves participation or attendance of
employees. An employee, other than the Secretary of Energy, cannot approve
his or her own attendance or that of a superior.

(2) Minimize the number of employees attending conferences, consistent with
achieving the objective(s) of the conference.

(3) Determine that participation in the conference is in the best interest of the
Department. In making this determination, the following factors must be
considered:

(a) the relevance of the event to the Department;

(b) the potential benefit to the Department;

(c) the need to get DOE-related information out to the attendees and
whether the particular conference is an effective means to do that;

(d) the number of DOE or DOE contractor employees who are either
participants or expected attendees;

(e) the total costs for DOE and DOE contractor attendees and
participants;

(f) the location of the event;

(g) the potential for any adverse appearance associated with DOE
participation; and

(h) whether DOE's interests would be better served by the Department's
direct sponsorship of a conference.

d. DOE requirements regarding payment and reimbursement of conference registration
fees, allowable conference (and related) costs, and funding follow:

(1) A contractor will be reimbursed for conference costs only if the principal
purpose of the conference is to disseminate trade, business, professional, or
technical information or to stimulate production per contract requirements.

(2) Consistent with paragraphs (e)(11) and (34) of Department of Energy
Acquisition Regulation (DEAR) 970.5204-13, contractors who are sponsoring
conferences will not be reimbursed for entertainment costs, such as alcoholic
beverages and tickets to shows or sporting events, nor may such costs be
included in a registration fee.

(3) At all conferences, regardless of sponsorship, when DOE reimburses a
registration fee that includes meals, DOE employees must reduce their claims
for per diem according to Section 301-11.18 of the Federal Travel Regulation.
DOE contractor employees must also reduce claims for per diem if meals are
included in a registration fee.

(4) If a non-Government organization sponsors a conference and a separate charge
is made for meals, DOE may pay for the employee's meals if the "three-part
test" is met [i.e., if there is a showing that (1) the meals are incidental to the
conference; (2) attendance of the employee is necessary to full participation in
the business of the conference; and (3) the employee is not free to take the
meals elsewhere without being absent from essential formal discussions,
lectures, or speeches concerning the purpose of the conference]. For each
meal received, the DOE employee is required to reduce his/her per diem by the
amount shown in the Federal Travel Regulation, Section 301-11.18.

(5) If DOE sponsors a conference, the Department will not pay for employees'
meals, because of the general prohibition that the Federal Government will not
provide free food to its employees (per diem covers the cost of meals).

(6) Conference fees collected by DOE are subject to the Miscellaneous Receipts
Act and must be deposited with the Treasury as soon as practicable without
deduction for any charge or claim. Conference fees collected by DOE
contractors to offset conference costs are not subject to the Miscellaneous
Receipts Act.

(7) At DOE- or DOE-contractor-sponsored or -funded conferences, DOE will not
authorize payment for the costs of meals by purchase order or other contractual
arrangements.

(8) DOE and DOE contractors may charge a separate voluntary fee to conference
attendees to cover such items as meals and entertainment. This fee will not be
reimbursed by DOE. However, when the employee pays this voluntary fee
from personal funds, he/she is not required to reduce his/her per diem.

(9) Generally, registration fees for non-DOE-sponsored conferences may be
reimbursed. Registration fees for DOE-contractor-sponsored conferences will
be reimbursed.

(10) Conferences sponsored by DOE contractors should not include events, such as
entertainment or meals, that are being paid for by the contractor, which will
result in Federal employees violating the Standards of Ethical Conduct for
Employees of the Executive Branch (5 Code of Federal Regulations 2635).

5. RESPONSIBILITIES.

a. Heads of Departmental Elements (or Principal Deputy).

(1) Approve all DOE-sponsored and cosponsored conferences if 30 or more
DOE and DOE contractor employees are expected to attend the conference
and will be on official travel. If fewer than 30 employees will be on official
travel, organizations may establish any procedure to ensure the intent of this
Order is met [e.g., delegate conference approval to a lower level (must be a
member of the Senior Executive Service or equivalent) in the organization].
Approval of employees attending or participating in a conference not sponsored
by DOE or DOE contractors may be redelegated to any level the head of the
DOE element believes is appropriate (must be a member of the Senior
Executive Service or equivalent) to ensure the minimum number of their
employees are attending or participating in a conference.

(2) Ensure that conferences are being held only to support their missions and
programs and conform with the requirements of this Order.

(3) Coordinate with the Office of the Assistant Secretary for International Affairs
on all foreign conferences (both DOE-sponsored and cosponsored
conferences) and attendance at all foreign-sponsored conferences in
accordance with DOE 1500.3, FOREIGN TRAVEL AUTHORIZATION.

(4) Coordinate with the Assistant Secretary for Congressional and
Intergovernmental Affairs and the Director of Public Affairs where conference
decisions may have congressional, intergovernmental, press, or public affairs
implications or effects.

(5) Ensure that proposed conferences do not duplicate conferences presented by
others (i.e., DOE contractors or other non-DOE sources) that involve DOE
funds. In addition, ensure, to the extent possible, that DOE-sponsored events
do not duplicate private-sector activities such as trade shows and similar
productions.

(6) Ensure that conferences are held at locations accessible to disabled employees
and that such individuals are provided necessary accommodation and any
needed special assistance to engage in conference activities.

(7) Designate a point of contact from their organization who will be responsible for
ensuring compliance with this Order and maintaining central files on all
conference activities within that organization. Within 30 days of issuance of this
Order, notify the Office of the Executive Secretariat, by memorandum, of the
designated organizational point of contact.

b. Organizational Points-of-Contact.

(1) Post the following information about their organization's proposed conference
on the Office of Management and Administration's Web site
[http://www.ma.doe.gov (Conference Management icon)]: sponsoring
organization, purpose of conference, date(s) of conference, location of
conference, total estimated cost of conference, projected number of DOE and
DOE contractor employees attending the conference, and any other pertinent
information.

(2) Confirm that their organization's proposed conference does not duplicate any
other DOE or DOE-contractor-proposed conference by checking the Office of
Management and Administration Web site (Conference Management icon) for
information and include signed certification of this fact in their conference
approval information.

(3) Ensure conference approval packages include all necessary information before
the head of the organization, or their designee, decides to approve or
disapprove a conference.

(4) Ensure that all conference approval packages are centrally filed and accounted
for.

(5) Attend regularly scheduled meetings for all DOE conference points of contact.

(6) Provide the Office of the Executive Secretariat with the following information,
in the following format, for the annual report to Congress on all of their prior
calendar year conference activities.

Conference
Sponsor and
Cosponsor
Conference
Title
Purpose/
Objectives
Date(s)
Number of
DOE
Attendees
Number of
Contractor
Attendees
Location

In addition, Congress requires DOE to submit an annual report of planned
conference activity for the following year's first-quarter (January through
March) conference activities. To fulfill this requirement, use the following
matrix to provide the appropriate information.

Conference
Sponsor and
Cosponsor
Conference
Title
Purpose/
Objectives
Proposed
Date(s)
Estimated
Number of
DOE
Attendees
Estimated
Number of
Contractor
Attendees
Proposed
Location

Submit both reports to the Executive Secretariat (Attention: MA-711) by
January 15 each year. Forward the information through e-mail or on disk in
WordPerfect 6 format.

c. Director, Office of Management and Administration.

(1) Provides advice and guidance on conference management.

(2) Alerts the Deputy Secretary to any proposed activities that appear to be
inconsistent with Departmental conference policy or procedure.

6. REFERENCES.

a. DOE 1500.2A, TRAVEL POLICY AND PROCEDURES, dated 6-7-89, which
establishes travel authorization policies and procedures, including charging of
registration fees for internal DOE meetings.

b. DOE 1500.3, FOREIGN TRAVEL AUTHORIZATION, dated 11-10-86, which
establishes policy and procedures governing official and unofficial foreign travel.

c. Presidential Memorandum, GOVERNMENT FISCAL RESPONSIBILITY AND
REDUCING PERQUISITES, dated 2-10-93, which includes guidance on conducting
conferences.

d. Office of Management and Budget Bulletin 93-11, FISCAL RESPONSIBILITY AND
REDUCING PERQUISITES, dated 4-19-93, which provides additional guidance and
instructions concerning implementation of the 2-10-93, Presidential Memorandum.

e. Federal Travel Regulation, Part 301-74, "Conference Planning," dated 7-1-98, which
provides information on planning and attending conferences.

7. CONTACT. Contact the Office of the Executive Secretariat at 202-586-5230 for additional
information and guidance concerning this Order.

BY ORDER OF THE SECRETARY OF ENERGY:

DAVID M. KLAUS
DIRECTOR OF MANAGEMENT
AND ADMINISTRATION

ATTACHMENT 1

CONTRACTOR REQUIREMENTS DOCUMENT

DOE O 110.3, CONFERENCE MANAGEMENT, dated 11-03-99

The contractor must comply with the requirements of this Contractor Requirements Document and
apply them to managing conferences it sponsors, its employees' attendance at conferences, and its
employees' participation in conferences sponsored by private interests.

1. REQUIREMENTS.

a. A senior contractor official must approve sponsorship, cosponsorship, or funding for a
Department of Energy (DOE) contractor conference if 30 or more DOE and DOE
contractor employees are expected to attend the conference and will be on official
travel. If fewer than 30 employees will be on official travel, organizations may establish
any procedure to ensure the intent of the Order is met [e.g., delegate conference
approval to a lower level (equivalent to a member of the DOE Senior Executive
Service ) in the organization]. A senior contractor official is the equivalent of the head
of a DOE first-tier Headquarters or field organization. This authority cannot be
delegated below that official's principal deputy. The official must obtain concurrence of
the cognizant field office head (e.g., Sandia National Laboratory must obtain the
concurrence of the manager or deputy of the Albuquerque Operations Office).

b. When managing contractor-sponsored or cosponsored conferences, contractors
must

(1) Keep Federal expenditures and attendance at conferences to the minimum
necessary to accomplish program objectives.

(2) Minimize the number and cost of DOE-sponsored exhibits/booths at all DOE
and DOE-contractor-sponsored conferences by using, where practical, DOE
corporate-type exhibits/booths that can be shared by DOE and DOE
contractor organizations. Exhibit/booth fees may not be charged to DOE and
DOE contractor employees.

(3) Justify a recurring conference (do not assume that an annual conference must be
held merely because it has been held previously).

(6) Make binding conference arrangements only after obtaining the approvals
required by DOE O 110.3.

(7) Conferences sponsored by DOE contractors should not include events, such as
entertainment or meals, that are being paid for by the contractor which will
result in Federal employees violating the Standards of Ethical Conduct for
Employees of the Executive Branch (5 Code of Federal Regulations 2635).

(8) Avoid commercial conference facilities for DOE-contractor-sponsored
conferences involving classified or sensitive information.

(9) Use a format similar to that in Attachment 3, "Suggested Format for
Conference Approval Request" in requesting conference approval to ensure
necessary information is included. The information in Attachment 3 is necessary
when 30 or more DOE and DOE contractor employees are expected to attend
the conference and will be on official travel. If fewer than 30 employees will be
on official travel, organizations may establish any procedure to ensure the intent
of the Order is met [e.g., delegate conference approval to a lower level
(equivalent to a member of the Senior Executive Service) in the organization].

(11) Use Attachment 2, "Criteria for Conference Approval," as an aid in deciding
whether to hold a conference.

c. In determining the number of and which employees to send to a conference that
requires employees to travel, contractors must

(1) Ensure that a contractor official (equivalent to a member of the DOE Senior
Executive Service) approves attendance of employees at conferences.

(2) Develop their own internal procedure to ensure the minimum number of their
employees are attending conferences.

d. In determining whether employees should participate in a conference sponsored by a
private interest, contractors must

(1) Ensure that a contractor official (equivalent to a member of the DOE Senior
Executive Service) approves participation of employees at conferences.

(2) Determine that participation in the conference is in the best interest of the
Department. In making this determination, the following factors must be
considered:

(a) the relevance of the event to the Department;

(b) the potential benefit to the Department;

(c) the need to get DOE-related information out to the attendees and
whether the particular conference is an effective means to do that;

(d) the number of DOE or DOE contractor employees who are either
participants or expected attendees;

(e) the total costs for DOE and DOE contractor attendees and
participants;

(f) the location of the event;

(g) the potential for any adverse appearance associated with Departmental
participation; and

(h) whether DOE's interests would be better served by the Department's
direct sponsorship of a conference.

(3) Consult, as necessary, with the DOE contracting officer before committing to
contractor employee conference participation.

e. DOE policy regarding reimbursement of conference registration fees, allowable
conference (and related) costs, and funding the contractor follow:

(1) DOE will reimburse a contractor for its conference costs only if the principal
purpose of the conference is to disseminate trade, business, professional, or
technical information or to stimulate production per contract requirements.

(2) If a DOE contractor sponsors or cosponsors a conference, it may charge
attendees (including DOE and DOE contractor employees and non-DOE
attendees) a registration fee and use the fee to offset the conference costs. The
fee may not be used for any type of unallowable cost, such as entertainment or
alcoholic beverages.

(3) DOE will not reimburse a contractor for the cost of entertainment, including
alcoholic beverages, regardless of how the cost is classified; for example, DOE
will not reimburse an entertainment cost included in a conference fee.

(4) If a non-Government organization sponsors a conference and a single,
mandatory, nonseparable registration fee is charged for both attendance and
meals or an evening social event, the Government will reimburse the contractor
employee's full registration fee. Employees must reduce claims for per diem if
meals are included in a registration fee.

(5) Although per diem is an allowable cost under DOE contracts, DOE will not
reimburse contractors for any additional costs for employees meals.

(6) In connection with conferences, DOE contractors may charge a separate
voluntary fee to attendees to cover such items as meals and entertainment. This
fee will not be reimbursed by DOE. However, when the employee pays this
voluntary fee, he/she is not required to reduce his/her per diem.

(7) DOE will generally reimburse contractors for their employees' registration fees
for non-DOE or DOE-contractor-sponsored conferences.

2. RESPONSIBILITIES.

Contractor Senior Official or Principal Deputy (equivalent in seniority to a DOE Head of a
Departmental Headquarters or Field Element).

a. Approves all contractor-sponsored domestic conferences if 30 or more DOE and
DOE contractor employees are expected to attend the conference and will be on
official travel. If fewer than 30 employees will be on official travel, organizations may
establish any procedure to ensure the intent of the Order is met [e.g., delegate
conference approval to a lower level (equivalent to a member of the DOE Senior
Executive Service) in the organization]. Approval of employees attending or
participating in a conference not sponsored by DOE or DOE contractors may be
redelegated to any level the Contractor Senior Official believes is appropriate (must be
equivalent to a DOE Senior Executive Service member) to ensure the minimum number
of their employees are attending or participating in conferences.

b. Obtains the concurrence of the cognizant field element (e.g., Sandia National
Laboratory will obtain the concurrence of the manager or deputy of the Albuquerque
Operations Office) on the conference approval package if more than 30 employees will
be on official travel.

c. Ensures that contractor conferences are being held to support the contract's purpose
and conform with the procedural requirements and policies of DOE O 110.3A.

d. Coordinates with the DOE Office of the Assistant Secretary for International Affairs on
all foreign conferences, in accordance with DOE 1500.3, FOREIGN TRAVEL
AUTHORIZATION.

e. Coordinates with the DOE Office of Assistant Secretary for Congressional and
Intergovernmental Affairs and the Director of Public Affairs when conference decisions
may have congressional, intergovernmental, press, or public affairs implications or
effects.

f. Ensures proposed conferences do not duplicate conferences presented by others (i.e.,
other DOE contractors or other non-DOE sources) that involve DOE funds and
ensures that contractor-sponsored conferences do not duplicate private-sector
activities, such as trade shows and similar productions.

g. Ensures that conferences are held at locations accessible to disabled individuals and that
such individuals are provided special assistance to engage in conference activities.

h. Designates a point of contact who will be responsible for ensuring compliance with
DOE O 110.3 (see DOE O 110.3, paragraph 5b for point-of-contact responsibilities,
including posting conference information on the Office of Management and
Administration Conference Web page) and maintaining central files on all conference
activities within the organization. Within 30 days of issuance of DOE O 110.3, notifies
(through his/her Contracting Officer) the Executive Secretariat, by memorandum, of the
designated point of contact. ATTACHMENT 2

CRITERIA FOR CONFERENCE APPROVAL

The following areas should be reviewed and considered prior to approval of a DOE-sponsored
conference.

Program Mission:

How is the conference related to the mission and goals of the organization? (Specifically, how essential
is the conference to those goals and mission?)

Purpose and Objectives:

What is the purpose of the proposed conference?

Are alternative means available for achieving the same expected results?

Are other conferences planned or scheduled with the same objectives? Could this conference be
combined with another?

If the conference is recurring, is the need for this one justified at this time?

Location:

Is the conference location the most cost-effective?

Is there a basis for criticism?

Have cost comparisons of other locations been considered?

Is the location necessary to accomplish the conference goal (e.g., site visit to demonstrate research and
development activity)?

Is the conference site reasonably central to the majority of participants to lessen travel costs?

Is the location the best suited for the conference considering the cost, attendance, and conference
purpose? Number of DOE/Contractor Employees:

Is the total number of DOE and DOE contractor conference attendees necessary to achieve the
purpose for which attendance at the conference is being approved?

Is there any basis for criticism from external entities (e.g., Congress, General Accounting Office, or the
Inspector General)?

What is the cost per participant?

Who will attend and what role will each proposed attendee play (e.g., speaker, chairperson, expert in a
complex subject that requires experts in several subareas, etc.)?

Can attendance be reduced without adversely affecting the objective?

Expected Benefits:

What benefits will be derived from conducting this conference?

Support Contractor Performance:

What assignments will the contractor perform?

Do the contractor's responsibilities include any Government functions (e.g., exercising discretionary
authority or making final value judgments that affect the day-to-day or long-term development,
execution, and evaluation of Government programs).

Estimated Support Costs:

Are support costs (e.g., printing, mailing, graphics, travel expenses, conference facilities, honorariums,
etc.) reasonable and necessary?
ATTACHMENT 3

SUGGESTED FORMAT FOR CONFERENCE APPROVAL REQUEST

Following is a suggested format that includes the type of information needed in an organization's
conference approval package:

DATE OF REQUEST: (self-explanatory)

REQUESTED BY: (name/title of requesting official)

SPONSORING ORGANIZATION: (title of DOE or DOE contractor organization sponsoring the
conference)

COSPONSORING ORGANIZATION: (title of DOE or DOE contractor organization or non-DOE
entity cosponsoring the conference, if applicable)

CONFERENCE TITLE: (formal title of conference)

CONFERENCE DATE: (proposed date(s) of the conference)

PURPOSE AND OBJECTIVE(S): (Describe the purpose of the conference, justify, and certify that
sponsorship of this conference is important to the program mission.)

CONFERENCE LOCATION: (proposed city and state where the conference is to be held, or foreign
location, if applicable)

RATIONALE FOR SELECTION OF CONFERENCE LOCATION: (Provide a rationale and
justification for site selection; a cost comparison of alternative sites considered (if location is not at a
principal facility site of the sponsoring organization); and certification that the site selected is the most
cost-effective considering costs such as travel, per diem, and conference logistics.)

ESTIMATED COST BREAKDOWN: (Provide applicable information.)

TRAVEL AND PER DIEM COSTS
DOE Employees (HQ): $ XX,XXX
DOE Employees (Field): XX,XXX
Contractor Employees (HQ): XX,XXX
Contractor Employees (Field): XX,XXX
Total DOE Travel Costs: $ XXX,XXX
OTHER EXPENSES
Logistics: $XX,XXX (facility arrangements)
Supplies and Support
Equipment: XX,XXX (specify costs; e.g., materials, printing, etc.)
Other Costs: XX,XXX (specify, e.g., direct labor support and
overhead)
Total Other Expenses: $ XXX,XXX

TOTAL ESTIMATED DOE COSTS: $ XXX,XXX

ESTIMATED COSPONSOR COSTS: $ XX,XXX (specify source, if applicable)

ESTIMATED TOTAL NUMBER OF CONFERENCE ATTENDEES:

Traveling
Nontraveling

DOE Employees (HQ):

-FI
-MA
-etc.
XX

X
XX (Detail number from
each office)

DOE Employees (Field):

-AL
-etc.
XX
XX

Contractor Employees (HQ):

- CACI
XX
XX

Contractor Employees (Field):

- LBNL
- FETC
- etc.
XX
XX

Others:
XX
XX

Total:
XXX
XXX

SUPPORT CONTRACTOR PERFORMANCE: (If applicable, specify the support contractor who
will provide support for the conference.)

IMPACT STATEMENT: (Provide an impact statement of effect if the conference is not approved.)

POINT OF CONTACT FOR THE SPONSORING ORGANIZATION: (Provide name and
telephone number.)